DocuWare helps organizations keep documents accessible and secure

It’s easy for paper documents to get out of control. Keeping everything organized is a massive challenge. The expectation that this information is available at any time on any device is an even bigger one.

Organizations looking to solve this problem often turn to document management solutions. DocuWare is a leader in the market. Here, we’ll help you answer the question “What is DocuWare?” by explaining how it makes document storage and workflow management processes more efficient.

What is DocuWare?

DocuWare is a document management and workflow automation platform. It’s designed to capture a variety of physical documents and transfer them into its digital system. Once ingested, authorized employees can access these documents from anywhere in the world.

Document management systems are an essential part of modern business. They provide a centralized repository of business-critical documentation. With a single source of truth, organizations can streamline information-gathering and storage processes. These benefits filter out to various document types, from contracts to internal policies.

DocuWare’s digital platform can digitally import text directly from physical documents. This helps teams avoid time-consuming manual data entry tasks that can introduce human error during the transfer process, such as invoice processing. 

DocuWare also includes powerful automation tools. Intelligent indexing tags and sorts files based on contextual information. Workflow management tools ensure that processes stay compliant with required laws. Robust encryption keeps these files secure both in transit and at rest.

Any organization can enjoy the benefits of implementing DocuWare into its workflows, but it’s especially helpful for those with distributed or remote teams. Employees can upload project documentation and make it accessible to anyone. The DocuWare app is versatile, too. Employees can access documents from their office workstation, laptop, or mobile device.

Did You Know?:TMC named the RICOH fi-8170 as a Future of Work Product of the Year. TMC recognizes "companies that showcase the most innovative and disruptive products and solutions that have positively supported hybrid work experiences across the globe." Click here to learn more.

DocuWare use cases

DocuWare is designed to slot into any organization’s document workflows. The following are just a few examples of industries that have benefited from its implementation.

• K-12 education: DocuWare provides a central, secure, FERPA-compliant platform. This makes it easier for administrators and teachers to wrangle sensitive student data. Plus, public-facing forms allow parents to fill out registration forms or sign permission slips.
• State and local government: Keep sensitive information private and secure. Foster collaboration between staff, boards, commissions, and committees while keeping information secure. And keep operations running with seamless integration.
• Car dealerships: Get customers into their new cars with more efficient processes. Electronic forms gather and process insurance and financial information faster. Keep the process moving with follow-up reminders. Search for customer information by name, VIN number, or other details with a central database.
• Healthcare: Gain instant access to patient history, prescriptions, and more. Public-facing forms speed up intake times by depositing patient information into your database. And all information remains secure and compliant with regulations like HIPAA and GDPR.

How Ricoh and DocuWare fit into your document management system

DocuWare is designed with workflow integration in mind. It’s also built to work with all Ricoh hardware, ensuring employees can securely upload scanned documents into on-premise network solutions or DocuWare’s cloud servers.

DocuWare leverages PaperStream Capture Pro’s powerful image capture and automation capabilities to offer easy access to all of your scanned files. Simply connect the PaperStream Capture Pro software to your DocuWare account and scan away. PaperStream Capture Pro automatically cleans up, names, and indexes files. It then sends them to DocuWare’s document management platform, making them instantly accessible to anyone in your organization.

DocuWare also integrates just as easily with Ricoh multifunction printers (MFPs), offering a complete solution for all your document storage and accessibility needs.

Did You Know?:The RICOH 132 multi-function printer can also copy, scan, and fax — all in a compact frame. Click here to learn more.

Make document management a snap with DocuWare and Ricoh

DocuWare makes it easier than ever to catalog and store your organization’s array of documents, whether you’re managing a small business or a large enterprise. And thanks to the integration with the Ricoh family of hardware, you can capture that information quickly and accurately.

Request a DocuWare demo for a full tour of its document management and workflow automation services. You can also shop the full range of Ricoh devices and discover how our numerous technology partners make doing business easy.

Note: Information and external links are provided for your convenience and for educational purposes only, and shall not be construed, or relied upon, as legal or financial advice. PFU America, Inc. makes no representations about the contents, features, or specifications on such third-party sites, software, and/or offerings (collectively “Third-Party Offerings”) and shall not be responsible for any loss or damage that may arise from your use of such Third-Party Offerings. Please consult with a licensed professional regarding your specific situation as regulations may be subject to change.